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Email Ethics/Etiquette: Email Is An Expression of Your Professional Approach

The document discusses email etiquette and its importance. Well-formatted emails with a professional tone are crucial, as the written word can easily be misinterpreted without non-verbal cues. Emails should be brief, proofread, and use a professional font and plain text format. When including attachments or delivering information, details should be provided. Bad news emails should avoid blaming and remain positive. Following tips like being concise, answering all questions, and using a meaningful subject line can improve email etiquette. Proper salutations also depend on company culture.

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Sajjad Raza
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83 views4 pages

Email Ethics/Etiquette: Email Is An Expression of Your Professional Approach

The document discusses email etiquette and its importance. Well-formatted emails with a professional tone are crucial, as the written word can easily be misinterpreted without non-verbal cues. Emails should be brief, proofread, and use a professional font and plain text format. When including attachments or delivering information, details should be provided. Bad news emails should avoid blaming and remain positive. Following tips like being concise, answering all questions, and using a meaningful subject line can improve email etiquette. Proper salutations also depend on company culture.

Uploaded by

Sajjad Raza
Copyright
© Attribution Non-Commercial (BY-NC)
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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Email Ethics/Etiquette

Email is an expression of your professional approach

Why Email etiquette is important?


We all interact with the printed word as though it has a personality and that personality makes positive
and negative impressions upon us.

Without immediate feedback your document can easily be misinterpreted by your reader, so it is crucial
that you follow the basic rules of etiquette to construct an appropriate tone.

The Elements of Email etiquette

General format

Attachments

Delivering information

Delivering bad news

1) General format

Basics:-

A) Try to keep email brief

B) Returns emails within the same time you would a phone call

C) Check spelling, punctuation & grammatical errors

D) Use caps when appropriate

E) Use the font that has professional look

F) Format should be plain text rather HTML

Lists & Bullets:-

When you are writing directions or want to emphasize important points, number your directions or
bullet your main points.

Tone:-

Write in a positive tone like like if you are asking something to your senior then use if you please tell

Use smiles and graphical symbols only when appropriate. Use contraction to add friendly tone like don’t,
won’t, can’t.

Addresses:-Avoid sending emails to more than 4 addresses at once. Instead creating mailing lists so that
reader doesn’t have to scroll too much before getting the actual message.
2) Attachments

When you are sending an attachment tell your respondent what the name of the file is, what program it
is saved in and the version of the program like this file is MSword2000 under the name “monthly sales”

3) Delivering Information

Provide as much information as possible. Offer the reader an opportunity to receive the information in
an understandable manner.

4) Delivering Bad news

Avoid blaming statements and avoid the words that sound ambiguous. Maintain a positive resolve.

Important TIPs

1. Be concise and to the point


2. Answer all questions
3. Do not attach unnecessary files
4. Do not write in CAPITALS
5. Don't leave out the message thread
6. Read the email before you send it
7. Do not overuse Reply to All
8. Do not request delivery and read receipts
9. Does not use email to discuss confidential information
10. Use a meaningful subject
11. Avoid using URGENT and IMPORTANT when you are sending mail to you senior
12. Avoid long sentences
13. Keep your language gender neutral

Keeping in view your company’s environment or culture Address your seniors accordingly like

If company is following the rule of multinational like for any conversation you will use name rather
Sir/Madam.

If company is following the rule of national companies like senior is Sir/Madam then definitely you will
address dear Sir/Madam or Respected Sir/Madam.

Thank You very much.

Rahat Faisal

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